UPS Maintenance SOW - 19UK5625Q0042.pdf

Statement of Work (SOW)

19UK5625Q0042 - Maintenance of Uninterruptible Power Supplies (UPS) Systems

1. Summary

The US Embassy in London seeks a maintenance contract for their Uninterruptible Power Supplies (UPS) systems. The service provider must demonstrate proven experience in maintaining APC and Eaton UPS systems. The contract will encompass the maintenance of 45 APC UPS and 12 Eaton BLADE UPS units, distributed across 11 floors of the Embassy.

The contract will be for one (1) base year with two (2) option years available to take at the discretion of the Government.

The maintenance contract will include:

• Two preventive maintenance visits per year, scheduled during normal working hours (9:00 AM to 5:00 PM, Monday to Friday excluding UK bank holidays).

• A 24/7 emergency response service, guaranteeing on-site arrival within 8 hours of call-out.

2. Statement of Work

The contractor will perform the following services for the uninterruptible power supply systems and chargers:

• Preventive Maintenance: Provide semi-annual maintenance service for a duration of 1 year (12 months) for the specified UPS equipment listed below.

• Emergency Services: The ability to provide 24/7 emergency repair services, ensuring arrival to the site within 8 hours of a call out. Engineer labor and spare parts included (note: actual call outs to be ordered separately via Purchase Order before work commencement; prices to be provided upfront on separate pricing table).

• Technical Support: Maintain a 24/7 technical hotline for immediate assistance.

• Technical Expertise: Contractors must demonstrate:

- Proven experience in maintaining and repairing APC and Eaton UPS systems

- Minimum of 5 years experience working with enterprise-level UPS systems

- Manufacturer certifications are advantageous

• Qualified Personnel: All work must be conducted by experienced engineers with demonstrated expertise in APC and Eaton UPS systems maintenance and repair.

• Issue Resolution and Escalation Process:

Contractor must follow a structured troubleshooting approach for all UPS issues:

Level 1: Contractor's engineers must perform initial diagnostics and troubleshooting

Level 2: If unable to resolve, contractor must engage with manufacturer's technical support via phone/remote assistance

Level 3: Manufacturer on-site support may only be engaged if:

• Levels 1 and 2 have been exhausted and documented

• Written approval is obtained from Embassy

• Clear justification is provided for why manufacturer support is required

For each issue, contractor must provide:

• Documentation of troubleshooting steps taken

• Justification for escalation if required

• Cost estimates for any manufacturer involvement before proceeding

• UPS Monitoring System Management:

Maintain and support the StruxureWare Data Center Expert monitoring system, include:

- Performing regular system health checks

- Troubleshooting system issues

- Implementing software and firmware updates as released by the manufacturer

- Adding and configuring new UPS units to the monitoring system

- Ensuring proper communication between UPS units and the monitoring system

- Providing technical support for monitoring system-related issues

- Generating and reviewing system reports to ensure optimal UPS performance

- Documenting any changes or updates made to the system

• Reporting: After each service visit, provide the following within 5 business days:

- A maintenance report detailing assessments, recommendations, and expected system lifespan

- A repair report outlining failures and corrective actions taken

- Documentation of any escalations and justification for manufacturer involvement (if applicable)

• Equipment Inventory:

- Contractor shall maintain and update UPS inventory as part of their maintenance documentation

- Any changes to UPS configurations or battery replacements must be reflected in the inventory documentation

• Battery Management: Replace and properly dispose of old batteries, issuing a disposal certificate upon completion. Battery replacement is conducted on an as-needed basis, as determined during the maintenance visits. Any required replacements will be documented in the maintenance report provided after each visit. Please note the cost for providing and replacing batteries will be quoted separately.

• Inclusive Costs: Travel and labor costs for maintenance to be included within the contract.

• Exclusions: Note that batteries and parts are not included within the contract. These will be subject to a separate quotation.

3. Requirements for Submission of Offer

A. In order for a quote to be considered, the contractor must provide:

- Evidence of experience and expertise in maintaining APC and Eaton UPS systems

- Proof of demonstrable experience in undertaking similar projects including three (3) references

- Detailed description of their experience with StruxureWare Data Center Expert systems or similar

UPS monitoring platforms

- Evidence of established relationships with UPS manufacturers for technical support

- Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law

- A completed SF-18

- Pricing provided on “Call Out Rates” form

- SAM registration – provide UEI number

- Vendors must provide evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom that can be confirmed on Companies House.

B. Any questions regarding this solicitation must be submitted to Procurement_Box3@state.gov by COB August 1, 2025

C. Quotes are due by 5pm BST on August 15, 2025. Please submit them via email to Procurement_Box3@state.gov with the subject “UPS Maintenance – 19UK5625Q0042”.

List of equipment:

MAKE MODEL Serial Quantity

EATON BLADE UPS1213 BH4920006 12

APC FJX1500RMI2UNC AS2147230341 1

APC SMT1500RMI1U AS1545113986 3

APC SMT750I AS2008245916 1

APC SMX15002UNC AS2147230319 1

APC SMX2200HV AS1545234660 4

APC SMX2200HVNC AS2025352403 3

APC SUA1500RMI2U 3S1516X00643 1

mailto:Procurement_Box3@state.gov mailto:Procurement_Box3@state.gov

APC SYHF6KT QD1436260241 31